Answer

To create a filter drop-down list based on a cell value, use Data Validation combined with a structured source range that changes according to the selected value.

Method 1: Using a Helper Table and Data Validation (Recommended)

What does this method do?

This method limits the drop-down options based on a value selected in another cell by referencing a helper table.

Steps

1. Place the controlling value in a single cell, such as cell A1.

2. Create a table where each column represents a valid list tied to a specific value in A1.

3. Select the cell where the drop-down list should appear.

4. Open Data → Data Validation.

5. Choose List under Allow.

6. Enter a range that corresponds to the value selected in A1.

7. Confirm the selection.

Windows vs Mac

• Windows uses Data → Data Validation.

• Mac uses Data → Validation.

Why this works

Data Validation reads a defined range. Changing the controlling cell switches which range is used, filtering the drop-down list.

Method 2: Using Named Ranges for Dynamic Filtering

What does this method do?

This method creates flexible drop-down lists that automatically respond to the selected cell value.

Steps

1. Select each list of values and assign a name using Formulas → Define Name.

2. Ensure the name exactly matches the possible value in the controlling cell.

3. Select the target drop-down cell.

4. Open Data Validation.

5. Choose List.

6. Enter the source as:

   =INDIRECT(A1)

7. Confirm the selection.

Why this works

INDIRECT converts text in a cell into a live reference, allowing Excel to switch lists dynamically.

Method 3: Using Excel Tables with AutoFilter

What does this method do?

This method filters visible rows based on a cell value rather than limiting selectable values.

Steps

1. Convert the dataset into a table using Ctrl + T on Windows or Command + T on Mac.

2. Enable filters from the table header.

3. Link the filter criteria to a specific cell using the column filter options.

4. Update the controlling cell to change visible rows.

Use case

This approach works best for filtering displayed records rather than creating selection lists.

Common Limitations and Fixes

Why does the drop-down not update?

The source range does not change dynamically. Named ranges or INDIRECT are required.

Why does Excel show an error?

The controlling cell value does not match an existing range name.

Why are blank values appearing?

The source range includes empty cells. Limit the range to populated rows only.

Best Practices

1. Use clear, consistent naming for ranges.

2. Keep controlling values short and exact.

3. Store helper tables on a separate worksheet.

4. Lock formulas and helper data to prevent accidental edits.

5. Test all possible selections before deployment.

When should this feature be used?

This feature is used when selections must follow logical rules, reduce entry errors, and improve data consistency across spreadsheets.

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